Management of IT Environment (9)

Riadenie IT prostredia

ITIL: Continual Service

Improvement

Karol Furdk

Department of Cybernetics and AI, FEI TU Koice

Management of IT Environment (9) LS 2012/2013

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Outline
CSI - Continual Service Improvement
Basic definition, purpose, goals, CSI model
Principles for service improvement
1. Organizational changes, ownership, definition of roles / tasks and responsibilities,
2. External and internal drivers,
3. Service Level Management (SLM),
4. Deming cycle,
5. Measurement service, 7-step improvement process,
6. Knowledge management,
7. Benchmarking,
8. Governance,
9. Tools, models, standards, quality systems.
Process of improving services
7-step process to improve services
Reporting
Measurement
Return on investment
Business questions
SLM - system level management .

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CSI - Continual Service Improvement (1)

Continual Service Improvement

Process Review ROI & Value Reviews
& Maturity Reporting (Compliance) & Business Alignment Planning

Service Design

Service Strategy

Service Operation Service Transition

Customer Service Reviews Management Communications

Satisfaction & Improvement Information Review Service
Strategy
Surveys Planning & Trend Reporting Reporting
& Plan

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CSI - Continual Service Improvement (2)
Continual Service Improvement - CSI
Continual vs. Continuous ... i.e. more continuous ...
CSI = way of managing the stages in the life cycle of IT services.
Def: CSI is responsible for managing improvements in IT service
management processes and IT services.
The performance of the IT service provider is continuously measured
and improvements are incorporated into processes in IT services and IT
infrastructure to increase efficiency, effectiveness and cost optimization.
CSI includes processes:
7-step improvement process
Reporting
Measurement
Return on investment
Business questions
SLM - system level management .

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Goals of service improvements
Main purpose: continuously modify IT services, adapt them to the business requirements.
Identify and implement improvements of IT services to meet the (changing) business
processes.

Measurements vs. management:

Can not manage what you can not control,
Can not control what you can not measure,
can not measure what can not be defined,

Parial objectives:
Examination, analysis, and recommendations for making improvements in all phases of
service life cycle: strategy, design, transition, deployment,
Monitoring and analysis of the results in service level (Service Level Achievements),
Identification and implementation of individual activities to improve the quality of IT,
Improving the cost effectiveness of IT service delivery (without compromising the
customer),
The use of quality management methods to support CSI activities.

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CSI model

- Vision

- Refference
points

- Measurable
objectives

- Processes
and
Services
-Measurement
and
Metrics

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Principles for service improvement
Goal: identify opportunities for improvement at all stages of the live cycle

Principles for service improvement:

1. Organizational changes, ownership, definition of roles / tasks and
responsibilities,
2. External and internal drivers,
3. Service Level Management (SLM),
4. Deming cycle,
5. Measurement service, 7-step improvement process,
6. Knowledge management,
7. Benchmarking,
8. Governance,
9. Tools, models, standards, quality systems.

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1. Organizational changes,roles and responsibilities (1)

Organizational changes:
Inclusion of CSI in the overall process of change in organization.
for example : John P. Kottler: 8 steps to transform the organization.

Ownership:
Someone must be responsible, i.e.CSI manager
Assign tasks (monitoring, analyzing, trend evaluation, ...) to specific people /
roles
Definition of roles and responsibilities (production vs. project):
CSI executive roles: CSI manager, Service manager, Service owner, Process
owner, Operations analyst, Measurement analyst, Reporting analyst, Quality
assurance analyst
Project roles: Executive sponsor, Process design / implementation / re-
engineering team members, Process adviser, Project manager

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1. Organizational changes,roles and responsibilities (2)

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2. External and internal drivers
External effects:
Law regulations / rules, competitors, requirements of external
customers, pressure of market & global economy
Internal effects:
Structure of the organization, organizational culture, the ability to
accept change, the level of employees (existing, planned), trade
unions, ...
SWOT analysis
The method of review and analysis of internal strengths and weaknesses of the
organization, as well as external opportunities and threats that organizations
face.
SWOT means:
Strengths, Weaknesses,
Opportunities, Threats,

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3. Service Level Management(1)

Def.: Process, which are responsible for establishing service level

agreements (SLA) and ensure their compliance.
SLM ensures that the IT services management processes, service
level agreements and support contracts are appropriate (relevant)
within the agreed target level of of services.
SLM does the monitoring and reporting on service level and maintains
the overall customer satisfaction.

For IT services SLM is now mandatory.

That is to say that application of IT in the organization must be
designed and managed according to the service model

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3. Service Level Management(2)
Steps in SLM:
Fully accept that the IT organization must be a provider of business services,
Include business in to the service level requirements (SLR),
Define an internal portfolio of services (services planned / developed / deployed),
Define service catalog focused on the customer,
Identify internal relations in the IT department, the responsibility to communicate,
codify them in operational level agreement (OLA),
Identify external relations (contracts) with the traders to codify them in supporting
contracts (UC, Underpinning Contract), to ensure compliance with the (revised)
requirements of the business,
Use the catalog of services as the baseline and create service level agreement
with bussiness,
Create a service improvement plan (SIP) for continuous monitoring and
improvement of service levels.

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4. Deming cycle (1)
The cycle for quality improvement: Plan - Do - Check - Act

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4. Deming cycle (2)

Plan - Do - Check - Act:

4-phase cycle for process management

Author: W. Edwards Deming

Plan: Proposal or revision of processes that support IT services.

DO: Implementation of the plan and process management.
Check: Measurement of processes and IT services, comparing with
the objectives and creation of reports.
Act: Planning and implementation of changes to improve processes.

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5. Measurement service- generally
Baselines :
Determination of point from witch the experimet will run.
The reference points should be documented, down to all levels
(strategic, operational,...).
Reasons for measuring services:
To validate previous decisions,
To direct future activities,
To justify correctness of direction,
To intervene, corection

Question within the measurement service:

Why do we measure and monitor? When measuring stops? Does anyone use
the data resulting from measurements?
The question in each measurement and report creation: Is this measurement
still needed?

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5. Measurement service- 7-step process

1. Define what should be measured

Knowledge spiral:
2. Define what we can measure
3. Gathering of data
4. Processing of data
5. Analysis of data
6. The presentation and use of
information
7. Implementation of
corrective actions

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6. Knowledge management
KM: Learning from the past
Assumption: archiving of data at each stage of IT service life cycle.

Model DIKW:
Data, Information, Knowledge, Wisdom
Gathering of data,
Processing of data into information,
Synthesis of of information into
knowledge,
Combination of knowledge of into
"the wisdom" (lessons).
"Wisdom" should lead to a better
future decisions.

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7. Benchmarking
Def.: Benchmark is recoreded state (value) of something in
certain time. Benchmark can be used in configuration,
procesess or in any other data.
Is used for example:
in CSI, to determine the current state of management
improvement,
in capacity management to document performance during normal
operation.
Def.: Benchmarking is the comparison with a benchmark
reference point (baseline), or best practice. Benchmarking is
also that, when you record a sequence of benchmarks over
time you can see overal progress and improvement.

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8. Governance
Def.: Governance is to ensure that policies and strategies are
actually implemented and that the required processes are
correctly followed.
Gouvernance includes:
defining roles and responsibilities,
measurement and reporting,
Solving of every identified
problem.

Types of gouvernance:
Enterprise governance
Corporate governance
IT governance.

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9. Tools, models and standards (1)
Frameworks, best practices:
ITIL (Information Technology Infrastructure Library - ver. 2, ver.3)
COBIT (Control OBjectives for Information and related Technology) provides
guidance and Best Practice for managing IT processes. It publishes the IT
Governance Institute. More information on http://www.isaca.org
PMBOK (Project Management Body of Knowledge) - set of processes and
knowledge (best practices) from project management
PRINCE2 (PRojects IN Controlled Environments, v2) - structured method of
project management
Models:
CMMI (Capability Maturity Model Integration) - created at Carnegie Mellon
Univ., model to demonstrate the maturity of the software development process.

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9. Tools, models and standards (2)
Standards:
ISO/IEC 20000:2005 - based on ITIL ver.2, using an integrated process
approach to effective delivery of managed services to the customer, due to
business requirements.
ISO/IEC 27001:2005 - mplementation of information security in all types of
organizations (Information Security Management System)
ISO/IEC 17799:2005 - guidelines and general principles for implementing
information security within the organization
ISO/IEC 15504 (SPICE - Software Process Improvement and Capability
dEtermination) - amework for determining capability services
ISO/IEC 19770:2006 - management of IT resources at the level of corporate
governance, standardization of processes for software asset management
Quality systems:
Six Sigma, methodology for error measurement and quality improvement
(for example www.sixsigma.sk)

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Processes of service improvement
CSI includes processes:
The process of improving services in 7 steps
Reporting
Measurement: availability, reliability, service performance
Return on investment: Price for improving services, business analysis
business questions
SLM Service level management: input to CSI - defines what will be
measured, monitoring requirements, business requirements for
service change / new services. SLM supports 7 - step process to
improve specific activities, inputs.

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Process of improving services in 7 steps (1)
Measurement - key concept for CSI

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Process of improving services in 7 steps (2)
1. What should be measured?
Get information from the business, customers, IT management.
Use Catalogue of services as a starting point.
Define list of measured items (for example. using the business requirements).

2. What can we measure?

Create list of tools that are available (without having to change or adaptation).
Determine what is which instrument able to measure.
Get information from processes, existing reports, databases, documents.
Compare the list of tools with a list of measured lines (step 1). Consult with
business, customers and IT management. If necessary, add list of tools
(configuration, customization, ...).
Note: If something can not be measured, it should not be included in the SLA.

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Process of improving services in 7 steps (3)
3. Gathering data
Assumption: monitoring, monitoring system.
Goal quality improvement. Monitoring focuses on
efficiency, respectively to identify points at which it
would be possible to achieve improvement.
Think of measurement by-design service - the
service requirements include the specification of
monitoring data.
Define:
Who will be responsible for monitoring and data
collection,
How will be the data collected,
When and how often data will be collected,
Criteria for evaluating the integrity of data.

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 Process of improving services in 7 steps (4)
4. Data processing
Conversion of data to the desired
format, traceability metrics from the
KPI, CSF, or to the vision:

KPI: Key Performance

Indicator

CSF: Critical
Success Factor

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Process of improving services in 7 steps (5)
4. Data processing
Inputs for data processing:
Data collected during the monitoring
Requirements for evaluation / reporting
SLA / OLA
Catalogue of services
The list of metrics, KPI, CSF, defined objectives of data processing
Frequency of assessment / reporting
Message templates
Outputs:
Plans of the availability and capacity
Reports
Logical groupings of data ready for analysis

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Process of improving services in 7 steps (6)
5. Data analyzing = Transforming data to knowledge
Analyze (determine) the data:
Trends: positive / negative
Have there been any requests for changes? Pr.: Decrese of frequencies
"Are we going according to plan?
of contacts in the Service
Desk.
Are we aiming to the goal?
It is because of reducement
Should there be action to create corection? of errors or poor job
Are there any structural problems? performance of operators?
What is the price of a service outage?

Outputs:
Not only tracking (numerical) results / trends, but also answers the
question: are these results good / bad / expected / in accordance to the
objectives?
Compliance with the plans, the rate of achieving the objectives defined in
the SLA and service catalog, a qualitative assessment of trends and their
causes, ...
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Process of improving services in 7 steps (7)
6.Presentation and use of information
For whom the information is / what interests them:
Business / if IT gave promised service (to the extent required), and if not,
what measures have been taken to improve the situation
Senior (IT) management / results of CSF and KPI, i.e. customer
satisfaction, vs. reality. schedule, cost and return (to plan)
Internal IT / KPI a metrics activities that will help them plan

Pr.: Monitoring of SLA time development (by month)

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Process of improving services in 7 steps (8)
7. Implementation of corrective actions
Using the knowledge gained to improve the existing situation:
Many opportunities for improvement identified in the analysis
Selecting only those improvements which are in line with business objectives
Accepted improvements - initiate a life-cycle services: a new strategy, design,
migration, deployment for improved service.
Levels of communication for future improvements:

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Reporting
Reporting focused on business:
Proposal of format and report content, according to what and in what form the
business expects: processes, trends, relationships between data, ...
Defining framework / template for reports
Defining the rules, policies
Simplicity of resulting reports
All information relevant
Automated transmission of
measured / analyzed
historic data into the reports

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Business questions in terms of CSI
Where do we stand? What are we afraid of?
Where do we want to get? What do we get?
What do we need? What did we get?

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Questions?

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